Contracts Frequently Asked Questions (FAQs)

A contract is a formal agreement signed by another party and an officer of the University or
a delegated campus official through the Universitys Contract System in accordance
with University Fiscal Policy FI420 (Contracts).

A purchase order is a document signed by an authorized University purchasing agent that authorizes
a vendor to provide goods or biddable services.

A framework order is a specialized purchase order signed by an authorized University purchasing agent
that permits departments to make purchases from a contract vendor under pre-set prices,
terms, and conditions for a specified period of time.

A University purchasing contract is a purchasing agreement signed by a purchasing official that establishes prices,
terms, and conditions that are applicable to purchases from a specific vendor. A framework purchase order will be issued in reference to a University purchasing
contract.

All contracts must be executed by an officer of the University or a delegated campus
official through the Universitys Contract System in accordance with University Fiscal Policy FI420 (Contracts). Informal agreements with individuals for certain services totaling less than $5,000
referenced in this policy must be sent through the Universitys Contract System if
legal terms and conditions are contained in the agreement.

Purchasing agents in Purchasing Services are authorized by University policy to sign
purchase orders, framework orders, and term contracts (price agreements).

For additional information about the contracting process, refer to University Fiscal Policy FI420 (Contracts). Personal liability and disciplinary action may result if a University faculty or
staff member signs a contract or agreement without authorization.

No. All contracts must be executed by an officer of the University or a delegated
campus official through the Universitys Contract System in accordance with University
Fiscal Policy FI420 (Contracts). Informal agreements with individuals for certain services totaling less than $5,000
referenced in this policy must be sent through the Universitys Contract System if
legal terms and conditions are contained in the agreement.

University personnel specifically authorized by their departmental business managers
are permitted to make certain purchases below $5,000 in accordance with University
purchasing policies  see University Fiscal Policy FI0410 (Purchasing  Bidding Requirements) for additional guidance.

Personal liability and disciplinary action may result if a University faculty or staff
member signs a contract or agreement without authorization or makes an unauthorized
purchase.

A Non-Competitive Justification (NCJ) must be processed prior to processing a purchase
requisition or contract in IRIS for the purchase of goods or services not covered
under an existing contract costing $5,000 or above when competitive methods are not
feasible or practical, as in the following situations:

Only one product or service can meet the specific need and the required product or service is available from only one source.

Compatibility or consistency with past acquisitions of products or services is essential
(e.g., avoiding additional costs by changing the supplier of the product or service).